Executive Assistant

Job Purpose
To provide high-level administrative and organizational support to the CEO, ensuring effective time management, seamless communication with internal and external stakeholders, and efficiently handling day-to-day business and strategic priorities.

Key Roles and Responsibilities

  • Manage and maintain the CEO's calendar, schedule appointments, and prioritize meetings to optimize time and productivity.
  • Prepare and coordinate agendas, presentations, and supporting materials for internal and external meetings.
  • Serve as a key liaison between the CEO and various departments, facilitating clear, timely, and professional communication.
  • Handle confidential information with utmost discretion and integrity.
  • Coordinate domestic and international travel arrangements, including flights, accommodations, itineraries, and visa processing where required.
  • Draft, review, and edit reports, memos, correspondence, and other executive-level documents.
  • Maintain organized digital and physical filing systems to ensure timely access to documents and information.
  • Screen and prioritize incoming communications, including calls, emails, and correspondence, addressing or redirecting as appropriate.
  • Take accurate minutes during meetings and track follow-up on action items to ensure timely completion.
  • Manage office supplies and oversee procurement of necessary materials for the executive office.
  • Collaborate with departments across the organization to follow up on delegated tasks and ensure timely completion.
  • Facilitate communication between the CEO and external stakeholders, including clients, partners, and government entities.
  • Maintain a professional, organized, and efficient executive office environment.
  • Lead or support special projects and initiatives that align with the CEO's strategic priorities.
  • Promote and uphold workplace health and safety procedures, contributing to the organization’s goal of zero lost-time injuries and supporting continuous improvement in health and safety practices.
  • Ensure compliance with company policies and relevant regulations by implementing procedures, conducting training, and monitoring adherence to Group guidelines.

Qualifications and Experience

Education

  • Bachelor’s degree in business administration, Communications, or a related field.

Experience

  • Minimum of 5 years of experience in administrative or executive support roles, preferably within a corporate or high-level executive environment.

Technical Skills

  • Exceptional organizational, time-management, and communication skills.
  • Proficiency in Microsoft Office Suite and modern communication tools.
  • Ability to manage multiple priorities while maintaining attention to detail.
  • High level of professionalism, discretion, and judgment.
  • Administrative or executive support certifications are considered an asset.

Interested to apply?
Send your CV to vacancies@heidelbergmaterials.com, email subject: Executive Assistant
Deadline: Tuesday, 5th of August 2025.